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National Institute of Standards and Technology

Awards are subject to the DOC Financial Assistance Standard Terms and Conditions, December 26, 2014.  As with all Federal assistance awards, DOC research awards are subject to OMB Uniform Guidance  (UG) 2 CFR 200 dated December 26, 2014, except as modified by award-specific terms.    

Summary of Standard Terms

Period of Performance Extensions

  • Prior DOC approval required for pre-award costs up to 90 days prior to the award start date
  • All no cost extensions require DOC Grants Officer approval
  • Requests will be submitted by OCG.  The PI shall provide the following:  
    • revised end date (not to exceed the next 12 month period)
    • estimate of award balance with brief justification  
    • describe remaining scope of work and provide reason an extension is needed 

Personnel Changes

  • Change of any key person named in proposal or award requires prior DOC approval.
  • Disengagement of the PI for 3 months requires prior DOC approval.
  • 25% reduction in effort PI requires prior DOC approval

Restrictions on Allowable Costs

  • Faculty salary in excess of institutional base salary requires prior DOC approval 
  • Postage, sundry office items, cost of memberships, subscriptions or other professional activities require a project specific justification sent to the OCG RA for review and approval 

Re-Budgeting Authority

  • Recipients of awards $150,000 (federal share) or less are permitted to transfer between approved cost categories
  • Recipients of awards that exceed $150,000 (federal share) are required to have DOC Grant Officer approval for transfers between direct cost categories that exceed 10% of the total award budget last approved by the Grants Officer. Budget categories must be previously approved
  • Funds for participant support may not be re-budgeted (in or out) without prior DOC approval
  • Carry forward between the years is generally approved, however an excessive carry forward will need to be justified in the annual progress reports

Cost Sharing

Changes to the cost sharing budget require prior DOC approval


  • Unbudgeted special purpose equipment over $5,000 may not be purchased without prior approval. Unbudgeted general purpose equipment of any value may not be purchased without prior justification and approval. Contact the OCG RA for details  
  • Title to property vests to UH, however the award may specifically address disposition of equipment  


Prior approval required for all unbudgeted subcontracting.


  • Use of US Carriers required per the Fly America Act; exceptions may be made for certain airlines and routes under “Open Skies” agreements listed at
  • Foreign and conference travel should be itemized in an approved budget

Program Income

  • DOE utilizes the three available uses for program income (should no method be specified in the award the deductive method becomes the default method)
    • added to approved funding to expand the award
    • fund non-federal share of projects (cost sharing)
    • deducted from total allowable project costs before applying the federal sharing ratio
  • If cost sharing or the additive method is used and more program income is generated than can be spent, the excess will be treated under the deductive method 


Cost reimbursable is the preferable method of payment. Transactions utilize the Automated Standard Application of Payments (ASAP).



  • In any publications, acknowledgement of NIST sponsorship shall be made with a footnote or other appropriate notation reading, “This work was performed under the following financial assistance award (insert NIST award number) from U.S. Department of Commerce, National Institute of Standards and Technology.”
  • Every publication: “This (report/video, etc.) was prepared by the University of Houston using federal funds under award (number) from (name of specific sponsor), U.S. Department of Commerce. The statements, findings, conclusions, and recommendations are those of the author(s) and do not necessarily reflect the views of the (name of specific sponsor) of the U. S. Department of Commerce.  
Copies to Sponsor:
  • Copies of manuscripts prepared for publication should be submitted when appropriate, or with the final report. A copy of all publications should be submitted to the NIST Program Officer.

Reporting– award document may override general requirements

  • Technical Reporting
    • Interim reporting is semi-annual submitted within 30 days after 3/31 and 9/30
    • Final report covering the entire project is due 90 days after expiration
    • Reports are submitted on the SF-PPR (Performance Progress Report)
    • Original is sent to the Program Officer with copies to the Grants Officer and Grants Specialist (send electronically)  
  • Financial Reporting
    • Interim reporting is semi-annual submitted within 30 days after 3/31 and 9/30
    • Final financial report covering the entire project is due 90 days after expiration
    • Financial reports are submitted on the SF-425
    • Copies are sent to the Grants Officer and Grant Specialist (sent electronically)
  • Property Reporting: Acquisition, Renovation, Construction, Government Furnished Property   
    • Submitted by Research Financial Services (DOR RFS)
    • Property reports submitted annually on the status of real property where the federal government retains an interest unless the federal interest extends 15 years or longer
    • Property reports are submitted on the SF-429
    • Property reporting using SF-428 may be requested by DOC
    • Copies are sent to the Grants Officer in conjunction with the Program Officer
  • Intellectual Property Reporting as determined by the Bayh-Dole Act